If you are in doubt about anything, please contact us at: workzonesupport@ioos.au.dk
Task/typical documents | Must be filed in Workzone | Examples/relevance | Person responsible |
A member of academic staff assessing a PhD dissertation in Denmark/abroad | YES | The party responsible for the case, i.e. the PhD student's home university, is responsible for filing documents. | External party |
Absence due to illness agreements/meetings | YES | Filed by HR. | HR |
Academic, editorial work | NO | This is an administrative service, filing is not required. This applies to, for example, editorial work for a journal (Only in Danish). | N/A |
Acting as an expert witness in legal proceedings or similar by virtue of employment at AU | NO | Filed by the external party. | N/A |
Advising committees, offering expert opinions, etc., by virtue of your employment at AU | NO | Filed by the external party. | N/A |
Advisory Board agreement | YES | The agreement must be filed. | VIP |
Agreements made with the head of school or heads of department on funding for competency development | YES | Funding for staff courses etc. are filed by the manager/head who granted the funding. | VIP |
Agreements with publishers on the publication of books, monographs and articles | YES | Pay particular attention in relation to agreements pertaining to the delivery of certain services at certain deadlines, to remuneration etc. | VIP |
Agreements with the universities' body of external co-examiners (with members of the body of external co-examiners) | NO | Specific agreements made with individual members of academic staff do not have to be filed. | N/A |
Agreements with the universities’ body of external examiners | YES | General agreements are made centrally at AU. | Health Studies Administration |
Alumni and career activities, e.g. alumni associations | YES | Material related to the operation of alumni associations, e.g. agreements and contracts. | VIP |
Boards of studies, degree programme boards, academic councils, the local liaison committee/occupational health and safety committee. | YES | The chair is responsible for filing documents. However, she/he can delegate this task to the secretary of the committe/board in question. The secretary must file meeting agendas, minutes, appendices, etc. | Chair |
Business-oriented initiatives | YES | Agenda, appendices, minutes, relevant correspondence, other relevant meeting material, reports, process plans | VIP |
Co-author declarations for joint authorships | YES | File the declaration | VIP |
Co-examiner activities outside the universities' body of external co-examiners | NO | An external co-examiner activity is considered a sideline occupation. | VIP |
Co-financed and commissioned research as well as public sector consultancy | YES | The project owner files relevant correspondence and reporting. Health Finance files the final application, budget, budget changes, partner/authority's approval of any changes and financial reporting. | Project owner, Health Finance |
Conferences, seminars, research seminars and workshops organised by AU held on campus or elsewhere | YES | In connection with events, the programme, list of participants, accounts and any reporting to an external grant holder, as well as agreements and correspondence with external speakers, must be filed. | VIP |
Data processing agreements | YES | Data protection, data processor agreements, data transfer statements. Possible local initiatives initiated by the department with a view to data protection, specific agreements | VIP |
Declaration of consent | YES | A declaration of consent in connection with photos and videos | VIP |
Enquiries from companies, organisations and private individuals | YES | Incoming mail/emails, responses to enquiries, case processing. | VIP |
Enquiries from government agencies and institutions | YES | Official enquiries/communication with public authorities. Incoming mail/emails, responses to enquiries, case processing | VIP |
Enquiries from students at primary schools and upper secondary schools | NO | This is an administrative service, filing is not required (Link DK only). | N/A |
Entrance examinations by students and assessments thereof | YES | Complying with current guidelines, notes must be stored, not filed, for at least one year plus the period required to solve any exam complaints. When this period has expired (in which you must save the exam papers as well as your own notes), please destroy the exam papers and your notes. | Health Studies Administration |
Exam and plagiarism cases | YES | Filed by the central administration. Members of academic staff must share their correspondence with the Health Studies Administration. | Health Studies Administration |
External consultancy services as a private individual | NO | Regarded as a private activity, unless AU funds are used. | N/A |
Guest lecturers and visits | YES | Enquiries, agreements (incl. the head of department's approval) and any rejections, programme/planned academic activities must be filed. | VIP |
Informant agreements (interviews etc.) | NO | These are considered research data and must be treated in accordance with current guidelines. | N/A |
Internship agreements for AU students in internships | YES | The secretariat is responsible for filing students’ internship agreements at the departments. | HR |
Job interviews and assessment committees | YES | Filed by HR. | HR |
Lectures/functions in the Danish University Extension | NO | Educational associations etc. are considered private activities. | N/A |
Media contact/enquiries from journalists | YES | This is a grey area that calls for a case-by-case assessment. For example, a rejection suspected to have been influenced by political views, etc., must be filed (with a view to any future inspection of documents for, e.g., bias) in cases where staff members make statements by virtue of their employment at AU. | VIP |
Notes from a PhD thesis assessment | YES | Everything relating to the assessment of a PhD thesis is handled by the graduate school and will be filed in MyPhD. | The graduate school |
Notes from exam assessments incl. the assessment of Master's theses | NO | Complying with current guidelines, notes must be stored, not filed, for at least one year plus the period required to resolve any exam complaints. When this period has expired (in which you must save the exam papers as well as your own notes), please destroy the exam papers and your notes. | N/A |
Open invitations – e.g. invitations to an academic environment | NO | N/A | |
Peer reviews | NO | Research documentation, including peer review comments. | N/A |
Permissions (due to copyright) for streaming, photos, etc. | YES | Agreements concerning the use/publication of material must be filed. Copydan lists should not be filed, only reported. | VIP |
Personal data from research (sensitive GDPR data) | NO | Registered in the AU register and handled in accordance with AU guidelines on, e.g., respondents. | N/A |
Publications in connection with research projects | NO | Publications should not be filed in Workzone. | N/A |
Recommendation/letter of reference to (former) employee | NO | N/A | |
Recommendation/letter of reference to student | NO | N/A | |
Records of registrations made in PURE | NO | Saved in PURE. | N/A |
Registration of trademarks and patents | YES | Must be filed. | TTO |
Representation/appointments/nominations in Danish or international committees, boards, councils, government agencies (advisory boards); an AU representative in a forum. E.g. memberships of Danish or international boards, councils, committees and associations, networks, specialists' groups, collaboration forums, etc. (e.g. the Danish Institute in Rome, editorial panels, research councils) | YES | Your own nomination for participation in boards, councils etc. must be filed. | Chair/ VIP |
Requests for access to documents | YES | Must be filed. Contact the head of secretariat immediately. | VIP |
Research applications that do not receive the grant | YES | Application and relevant correspondence. | Project owner, Health Finance |
Research applications with external funding that receive the grant | YES | The project owner files relecant correspondence and reporting. Health Finance files the grant letter, final application, budget, budget changes, funder's approval of changes and financial reporting. | Project owner, Health Finance |
Research projects anchored at an external university | YES | Please make an agreement with the external university on who should file what. Additionally, it is recommended that you store what you consider important to ensure easy access to it. | VIP |
Researcher mobility | YES | Enquiries and agreements made (incl. potential rejections from universities contacted), incl. the planned academic content must be filed. If relevant, the verification letter, the head of department’s approval of the visit, funding approval (e.g. of the department) should also be filed. | VIP |
SDDs (staff development dialogues) | NO | Agreements from SDDs (staff development dialogues) can be filed in 1) mitHR, 2) on your personal drive; please delete the agreement made in connection with your previous SDD after your next SDD, or 3) store the agreement in a locker; please make sure to shred it when no longer relevant | N/A |
Storing exam papers | NO | Exam papers must be stored in accordance with current guidelines (please keep the GDPR rules in mind), as they may contain confidential personal data. | N/A |
Telephone conversations, text messages, work-related chat systems and other communication channels | YES | All types of material may fall under the filing obligation - for practical reasons, it may be necessary to handle this material through screen dumps or one's own notes (obligation to take notes) in cases where important decisions relating to the case are made in this manner. | VIP |
Tendering | YES | Documentation of the actual agreement and correspondence in connection with concluding the agreement. | TTO, Procurement/AU Finance/the local secretariat |
Travel expense reports, invoices, etc. | NO | The information is stored in RejsUd, INDFAK, REEX, etc. | N/A |